UCLA LIBRARY Library Special Collections Specifications for Metadata Creation

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name]

[Project Name] Project Profile: Specifications for Metadata Creation

This document provides specifications relating to metadata creation for a specific digital project.

Contextual information pertaining to the collection(s) being described will be provided in the Contextual Information section, and pathway links to the digital assets, metadata worksheet, and instructions will be posted under the Project Files section. The Metadata Guidelines section should be revised based on the project’s metadata needs. For example, superfluous fields should be removed, whether a field is required or recommended should be updated, and, if possible, values should be changed to reflect project information. This is especially useful for students who are creating metadata but have not had extensive training in doing so.

Contextual Information

Collection finding aid, if any

[Provide link here.]

Catalog record(s), if any

[Provide link(s) here.]

Collection folder, if any

[Provide pathway link here, if digital.]

Other pertinent reference

information

[Provide link(s) here. This can include links, for example, to webpages with historical or biographical information.]

Project Files

Digital image files

[Provide pathway link here.]

Metadata worksheet

Metadata mapping

worksheet

Controlled vocabulary for

project

Standards used for project

[Provide the standards used for the project and for which fields they will be used.]

Level of quality control

[High, medium, or low level of quality control. See the Metadata Quality Control Guidelines for guidance.]

MODS Metadata Guidelines

Field

name (contributing repository)

Required

Definition Name of the repository contributing the digital asset(s) for publication. However, this may also be the name of partner repositories, who are contributing to a collaborative digital project.

Value Name of the contributing repository Examples UCLA Library Special Collections

Braun Research Library and Archives, Autry National Center

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name] Value Finding aid or catalog record permalink

Examples http://www.oac.cdlib.org/findaid/ark:/13030/tf558006bd

http://catalog.library.ucla.edu/vwebv/holdingsInfo?bibId=344927

Field

relatedItem (collection name)

Required, if any

Definition Name of the collection to which the item belongs, if any. Value Collection name

Example Dorothy Green papers

Friends of the Los Angeles River records

Field

identifier

Required

Definition Every digitized page will be assigned a unique file name, utilizing the following file naming convention: Uclalsc_coll_b000n_f000x_00y_00z.

coll = collection number | 000n = box number | 000x = folder number | 00y = item number | 00z = page number, if the item has multiple pages

Multi-page items are typically combined into a single PDF. The PDF receives the file name Uclalsc_coll_b000n_f000x_00y. For multi-page items, the PDF file name should be recorded in the identifier field.

Value Uclalsc_coll_b000n_f000x_00y

Example Collection 2215, box 3, folder 10, first 3 single-page items: Uclalsc_2215_b0003_f0010_001

Uclalsc_2215_b0003_f0010_002 Uclalsc_2215_b0003_f0010_003

Each of these items would receive their corresponding file name. Collection 2215, box 106, folder 1, first multi-page item:

Uclalsc_2215_b0106_f0001_001_001 Uclalsc_2215_b0106_f0001_001_002 Uclalsc_2215_b0106_f0001_001_003 Uclalsc_2215_b0106_f0001_001_004

Each of the pages will receive their corresponding file name. However, what will be recorded in the identifier field is Uclalsc_2215_b0106_f0001_001, which is the file name of the aggregate group. This is also the file name that would be given to the PDF of the aggregated pages.

Field

titleInfo

Required

Definition A word, phrase, character, or group of characters that names the resource being described.

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SOURCE OF HEADL\"GS: Library of Congress Online Catalog

Authority Headings Search Search Text: Haynes. John RandolpN Search Type: Subject Authority Headin<Js Scroll down for

Search Hints

...

Title Authority Headings

Name/Title Authority Headings

Keyword Authorities (AIQ

100 records per page ~ Begin Search

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name] resource, they may be supplied by the metadata creator (supplied title).

Example The Land of Little Rain [existing title]

Letter from John Randolph Haynes to William Mulholland [supplied title] Owens Valley River Gorge [supplied title]

Field

name (personal)

Required, if any

Definition The name of the individual or family who created the resource.

Guidelines Names should be taken from a standard naming authority file. These authority files include the LCNAF (Library of Congress Name Authority File), VIAF (Virtual International Authority File), and ULAN (Union List of Artist Names). There are many more naming authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless directed otherwise; some collections will be better served using other authority files. For example, for creators in the Sheet Music collection, utilize ULAN.

To find a name in LCNAF, use the following steps: 1. Go to http://authorities.loc.gov/.

2. Click “Search Authorities.”

3. In the search box, type the name of the creator.

4. Just below the search box, ensure that “Name Authority Holdings” is selected.

5. Click “Begin Search.”

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SOliltCE OF m:.-u>~CS: Library of Congress Onl~ Catalog

YOU SLUtcm:D Name Authonty Headmgs '"' Haynes, John Randolph SEARCH RDL"'LTS Duplaymg l through 100 of 100

◄ Prevloua Next ► Bib

Reconh

I

F)'D6,

John Randolph. 18

53-ukct Kon ,·n /int column 10 •••

View Authority HudlD15'Rden.nca

1 liiaynes. John Randolph, 1853-[from old catalog]

oFarnes, John Randolph. b 1853

SOVRCE OF HEADLVGS: Library of Congress Online Catalog Il\"FOR.1\IATIO FOR: Haynes, John Randolp~ 1

853-I

-····"

lperlOrW name

perwnal name

!FIELD jSelect a Link to View the Authority Record

!Heading (lXX) !Haynes, John RandolQh..

1853-LC control no.: n 92014823

LCC:'.IJ permalink : http://lccn.loc.gov/n920l4823

HEADI 'G: Haynes, John Randolph, 1853-000 00477cz a2200157n 450 0014014360 005 20130315122802.0 008 920210nl azannaab la aaa 010 _ la n 92014823 035 _ la (DLC)n 92014823 040 _ la DLC lb eng le rda le DLC Id DLC 046 _ If 1853 100 I_ la Haynes, John Randolph, Id 1

853-400 I_ lw nnea la Haynes, John Randolph, Id b. 1853

670 _ la Sitton, T. John Randolph Haynes, 1992: lb CIP galley (John R. Haynes; Dr.; b. spring 1853)

953 _ la ba0l

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7. To make doubly sure that you have the correct person, or if birth and death dates are not available (like with John Robert Haynes above), then click on the red button with the text “Authorized Heading.” (Authorized names of creators are designated with the term “authorized” on the red buttons.)

8. Then select the link to view the authority record. The following page provides additional information about the creator, including the names of books they published. This should provide you with the confirmation needed to ascertain if the creator in the record is the one you are searching for.

9. If the authority record does not provide you with the confirmation you need, enter in a supplied name for the creator, utilizing the following format:

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name] Surname family (if the creator is a family)

Names may include dates, but dates are not required. If you have questions about how to format supplied names, refer to Describing Archives: A Content Standard

(DACS), chapter 10, section 1. DACS also refers to AACR2, RDA, and ISAAR (CPF) as

providing standardized formats for creating supplied names. Example Haynes, John Randolph, 1853- [from LCNAF]

Kennedy, John F., Jr., 1960-1999 [from LCNAF] Peregrine family [supplied name, locally created]

Field

name authority (personal)

Required, if any

Definition The authority file where you found the name.

Guidelines Use one of the following values, as is appropriate to the item being described: lcnaf [for authorized names that come from the LC Name Authority File]

viaf [for authorized names that come from the Virtual International Authority File] ulan [for authorized names that come from the Union List of Artist Names] local [for locally supplied names]

Example lcnaf [for the name, Haynes, John Randolph, 1853-] local [for the name, Peregrine family]

Field

name (corporate)

Required, if any

Definition The name of the corporation or organization who created the resource.

Guidelines Names should be taken from a standard naming authority file. Please follow the guidelines for name (personal).

If the authority record does not provide you with the authorized name of the organization you are looking for, refer to AACR2, RDA, and ISAAR (CPF) as providing standardized formats for creating supplied corporate names.

Example Friends of the Los Angeles River [supplied name, locally created] Los Angeles (Calif.). Department of Public Works [from LCNAF]

Field

name authority (corporate)

Required, if any

viaf [for authorized names that come from the Virtual International Authority File] local [for locally supplied names]

Example local [for the organization name, Friends of the Los Angeles River]

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Field

originInfo (date created)

Required, if any

Definition The date that the resource was created. This field is used for resources that are unpublished.

Guidelines To format dates, use the following guidelines:

Year YYYY

Single date range MMMM DD, YYYY

Date range Between MMMM DD, YYYY and MMMM DD, YYYY

Circa Circa YYYY

Approximate XX century

dates YYYYs

Example Year 1985

Single date range April 02, 2002

Date range Between September 19, 1964 and October 1, 1972

Circa Circa 1670

Approximate 17th century

dates 1920s

Field

originInfo (date published)

Required, if any

Definition The date that the resource was published. This field is used for resources that are published.

Guidelines Follow the guidelines above. Example Refer to the examples above.

Field

originInfo (publisher)

Recommended, if any

Definition The publisher of the resource. This field is more typical to published resources, such as newspaper articles, reports, books, etc.

Guidelines Follow the guidelines for finding authorized names above. Example Los Angeles Times (firm) [from LCNAF]

Field

originInfo (place)

Recommended, if any

Definition The location in which the resource was published. This field is more typical to published resources, such as newspaper articles, reports, books, etc.

Guidelines Place names should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCNAF (Library of Congress Name Authority File) and TGN (Thesaurus for Geographic Names). There are many more authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless otherwise directed; some collections will be better served using other authority files.

To find a place name in LCNAF, use the steps that are outlined for finding personal or corporate names. Search tips are provided on the LCNAF search page.

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Art & Architecture Thesaurus® Online

Search the AAT f;1 Help

F'.,d Term or IO: map~ S•.arch

---~ c1 •• ,

GANO OR

Note:

Pop-up SroWst? the AAT Search h,erarc:h,es

18. cl l. coastal zone maps

(geological maps, <maps by subject type>, ... Visual and Verbal Communication (Hierarchy Name)) [300028200]

coastal zone map

maps, coastal zone

19. Cl I. computer-assisted maps

( <maps by production method>1 maps {documents), ... Visual and Verbal Communication (Hierarchy

Name)) [300028457] computer-assisted map maps, computer-assisted

20. (j A contour maps

(relief maps, <maps by form>, ... Visual and Verbal Communication (Hierarchy Name)) [300028393]

maps, contour

contour map

21. E'.l I. digital maps

(computer-assisted maps, <maps by production method>, ... Visual and Verbal Communication (Hierarchy Name)) [300028459]

maps, digital digital map

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Field

genre

Required

Definition The format of a resource.

Guidelines Genre terms should be taken from a standardized thesaurus. These thesauri include the

AAT (Art and Architecture Thesaurus) and TGM (Thesaurus for Graphic Materials). There are many more thesauri, but these are the most commonly used ones. For LSC digital projects, stick with AAT unless otherwise directed; some collections would be better served using other thesauri.

To find a term in AAT, use the following steps:

1. Go to http://www.getty.edu/research/tools/vocabularies/aat/. 2. In the search box, type the genre term you would like to use. 3. Click search.

4. Unless you’ve searched for a very narrow term, a number of search results may come up. Search through the results for the term that most closely reflects the format of the material.

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J. Top of the AAT hierarchies

.\ .... Objects Facet

J. ... Visual and Verbal Communication (Hierarchy Name)

J. ... Information Forms (Hierarchy Name)

J. ... information forms (objects)

I. ... document genres

J. ... <document genres by form>

I. ... graphic document genres

+ ... cartographic materials J. ... atlases ... historical atlases ... national atlases ... portolanos ... regional atlases ... statistical atlases ... world atlases

J. ... globes (cartographic spheres) [NJ J. ... celestial globes

... terrestrial globes J. ... maps (documents)

J. ... <maps by form>

J. ... <maps by function>

J. ... <maps by production method>

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Example bulletins interviews newsletters

Field

genre authority

Required

Definition The authority file where the genre term was found.

Guidelines Use one of the following values, as is appropriate to the item being described: aat [for authorized terms that come from the Art and Architecture Thesaurus] lctgm [for authorized terms that come from the Thesaurus for Graphic Materials] Example aat [for the term agreements]

lctgm [for the term contact sheets]

Field

language

Field

physicalDescription (extent)

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Field

physicalDescription (digital origin)

Field

abstract

Field

subject (topic)

Guidelines Subject terms should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCSH (Library of Congress Subject Headings), AAT (Art and Architecture Thesaurus), TGM (Thesaurus for Graphic Materials), and MeSH (Medical Subject Headings). There are many more naming authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCSH or AAT unless otherwise directed; some collections will be better served using other resources. For example, for collections from Biomed Special Collections, utilize MeSH.

To find subject terms in AAT, use the guidelines above for finding genre terms. To use LCSH, follow internal guidelines for creating LC subject headings.

Example Water-supply--California--Los Angeles Aqueduct Environmental impact analysis

Field

subject authority (topic)

Guidelines Use one of the following values, as is appropriate to the item being described: lcsh [for authorized terms that come from Library of Congress Subject Headings] aat [for authorized terms that come from Art and Architecture Thesuarus] lctgm [for authorized terms that come from the Thesaurus for Graphic Materials] mesh [for authorized terms that come from the NIH Medical Subject Headings] local [for terms that are locally created and supplied]

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Field

subject (geographic)

Guidelines Subject terms (geographic) should be taken from a standard authority file and/or thesaurus. These authority files and thesauri include the LCNAF (Library of Congress Name Authority File) and TGN (Thesaurus for Geographic Names). There are many more authority files, but these are the most commonly used ones. For LSC digital projects, stick with LCNAF unless otherwise directed; some collections will be better served using other authority files.

To find a place name in LCNAF, use the steps that are outlined for finding personal or corporate names. Search tips are provided on the LCNAF search page.

Example Los Angeles Aqueduct (Calif.) Los Angeles River (Calif.)

Field

subject authority (geographic)

Field

subject (name)

Field

subject authority (name)

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Los Angeles Aqueduct

llle S1cood Los Angeles Aqutdud Cascades,

Sytmar

Official name Los Angeles Aquedud

Second Los Angeles AQueOOa Mono Extension

Begins First Aqueduct

Owens River, Inyo County 38 975878'N 118 210541-W

Second Aqueduct

Hatwee Reset\l'CMr, Inyo County

36 182600'N 117 958470-W

Mono Extensk>n

Upper lee Vining Creek. Mono County

37 936151"N 11i 13'426-W

GeoHack - Los Angeles Aqueduct

WGS84 36'58'3244.N 110·1z3795 •w

36.975678, -118.210541

Geo URI geo:36.975678,-118.210541@

UTM 11S 392254 4092859 Zoom 5 Region @ Scale Type ± 1:300000

Title Los Angeles Aqueduct@(edit@I report inaccuracies@)

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Field

subject (geographic coordinates)

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,tll!l><i..Ball>nil

GeoNames

The GeoNames geographical database covers all countries and contains over eight million placenames that are available for download free of charge.

Boca Raton all countries

I search I rl -.-h-ow_o_n_m_a_p~] radvanced search )

enter a location name, ex: "'Paris", "Mount EverestH,"New York"

Boca Ra10n ~--~ alcoootr1411s

~ I show on map ~ feduns:19 ,-,,:st,]

Coontrv feature class

~ Ronda populated ~ace

acT.11,oca lbtort.Soca llaton,8oca de llatones,&oluo llaton.&olc.a•lbton.bo lea la dun.boluo retana.bolcal- Palm Beach POPUlauon M,J,:z • .i ... l>Ofl ""' 2 • Boca Raton Amort

IICT,1(8CT

3 ® Hamotons it Bog Raton

~Ronda ~rt

Palm Such .i..,abon Jm

~ Flonda poP4Jlated place

latitude Lonoltude

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name] 2. Enter the place name in the search box. Try to be as specific as possible. Click

search.

3. Find the entry that best represents the place you are searching for. It will typically be the first entry.

4. Make a note of the number of the entry that you are interested in. Click on the entry name. This will take you to a map of the place. There will be, most times, many pins pinpointed on the map.

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Boca Raton 4 m

BCT.Boca '<aton,Boca Raton,6oKa PaTOtt,6oKa-PaT0H,-,1Kllln l(~lO .• P PPL populated p ace

Un ted States~ • Flofda =i. • Palm Beach o,r,

UtHO•

population : 84392 26.35869, -80.0831 N 26°21•31• w 80°0 •59•

+

,

,,,_ _ - X geo ree _kml .rdf X _____________________________________________________________________________________________________________________

Example 34.09834, -118.32674 [for Hollywood (Calif.)]

Field

note (preferred citation)

Required

Definition Preferred format for citing the resource being used or referred to by users.

Value [Identification of Item], [Collection name] ([Collection number]). UCLA Library Special Collections, Charles E. Young Research Library.

Example The Los Angeles River Field Study Handbook, Friends of the Los Angeles River records (Collection 2215). UCLA Library Special Collections, Charles E. Young Research Library.

Field

accessionCondition

Required

Definition Information about the intellectual property rights associated with the resource. Guidelines Refer to the donor agreement to ascertain the rights associated with a collection.

For items that are in the public domain, use the following values: public domain

public domain - dedicated [rights holder has dedicated the item in the public domain] public domain – US federal government [produced by the US Federal Government1_]

For items that are copyrighted, enter the following statement:

Protected by the U.S. Copyright Law (Title 17, U.S.C.). Distribution or

reproduction beyond that allowed by fair use requires the written permission of the copyright owners. Responsibility for obtaining permissions, and for any use rests exclusively with the user.

For items in which the UC Regents hold the rights, the statement used depends on current policy. Some items for which the UC Regents hold rights receive a Creative Commons License. Others receive the statement above. For each digital project, check with your supervisor in order to ensure that rights are correctly represented.

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Library Special Collections | Specifications for Metadata Creation Project Lead: [Name] – [Project Name] Example public domain - US federal government [for notes created by WPA Federal Writers’

project worker]

Protected by the U.S. Copyright Law (Title 17, U.S.C.). Distribution or reproduction beyond that allowed by fair use requires the written permission of the copyright owners. Responsibility for obtaining permissions, and for any use rests exclusively with the user. [for publication produced by the US Postal Service]

Field

accessionCondition (copyright.status attribute –

copyrightMD schema)

Required

Definition Indicates the copyright status for the resource.

Guidelines Use one of the following values, as is appropriate to the item being described: copyrighted [under copyright]

pd [under the public domain]

pd_usfed [produced by US Federal Government]

pd_holder [rights holder has dedicated the item in the public domain] pd_expired [expiration of copyright based on US law]

unknown [copyright status is unknown] Example unknown [for orphan work]

Field

accessionCondition (publication.status attribute –

copyrightMD schema)

Required

Definition Indicates the publication status for the resource.

Guidelines Use one of the following values, as is appropriate to the item being described: published [resource is published]

unpublished [resource is unpublished] unknown [publication status is unknown]

Example unpublished [for letter from Mary Austin to Carey McWilliams]

NOTE: Some fields—like subjects, genres, and names—will have multiple entries recorded. For example, a report may have multiple creators, or a letter may have attachments, which include a photograph, agreement, etc. In these cases, record the multiple entries in the same field, but separate them with semicolons. There should not be a space on either side of the semicolon. For example, for a resource that refers to multiple geographic areas, the geographic subject entry looks like this: Owens Valley